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Last modified by Veronika Kocher on Friday, 04 Sep 2026 14:45
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1 +en
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1 +art and research|enable|file organisation|folder structure|file naming|naming conventions|project files|identifiers|filename|filenames|folder naming|file structure|dateiorganisation|dateibenennung|ordnerstruktur
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1 -Set up clear folder structures, file naming conventions and basic versioning rules for consistent project work.
1 +{{html clean="false"}}
2 2  
3 -== Overview ==
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50 +</style>
4 4  
5 -Add a concise explanation of this topic and why it matters for Art & Research projects.
52 +<div class="fon">
6 6  
7 -== What you need to know ==
54 +<section class="fon-card" style="margin-bottom:18px;overflow:hidden;border-left:6px solid #e94b13;">
55 + <div class="fon-hero">
56 + <img src="https://xwiki.uni-ak.ac.at/bin/download/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/WebHome/enable.png" alt="Organising files and folders in artistic and research projects" />
57 + </div>
58 + <div style="padding:18px 21px 20px;">
59 + <div class="fon-eye" style="color:#8a4d36;margin-bottom:5px;">PREPARE · PLAN &amp; ORGANISE</div>
60 + <h2 style="font-size:27px;line-height:1.2;margin:0 0 8px;color:#2c2926;">Set up a simple file and folder logic that the whole project team can actually use</h2>
61 + <p style="margin:0;color:#5e5953;line-height:1.6;max-width:1160px;">
62 + Clear folder structures, understandable file names and simple versioning rules help people find files quickly,
63 + avoid confusion and make handover traceable.
64 + Good rules are not as complex as possible; they are consistent and understandable to everyone involved.
65 + </p>
66 + </div>
67 +</section>
8 8  
9 -* Key concepts
10 -* Relevant requirements
11 -* Important distinctions
69 +<div class="fon-info" style="margin-bottom:14px;">
70 + <strong>Start with a shared minimum.</strong>
71 + Decide how folders are structured, which elements belong in file names,
72 + how working, approved and master versions are distinguished, and where these rules are documented.
73 +</div>
12 12  
13 -== What you need to do ==
75 +<div class="fon-plan" style="margin-bottom:27px;">
76 + <strong>The structure should support project work — not create extra bureaucracy.</strong>
77 + Use only the information in folders and file names that actually helps people understand, distinguish and find files again.
78 +</div>
14 14  
15 -1. Identify what applies to your project.
16 -2. Document the relevant decisions.
17 -3. Use appropriate institutional services and support where needed.
80 +<section class="fon-sec">
81 + <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">STEP 1 · DEFINE THE PROJECT STRUCTURE</div>
82 + <h3>Organise files by project function and content, not by individual people</h3>
83 + <p>A good structure remains understandable when people change roles or the project is handed over to someone else.</p>
84 + <div class="fon-grid">
85 + <div class="fon-check"><strong>Project administration:</strong> Keep contracts, budgets, funder documents, reports and administrative records separate from research or production material.</div>
86 + <div class="fon-check"><strong>Working material:</strong> Organise active files by clear project areas, work packages, media or methods.</div>
87 + <div class="fon-check"><strong>Source material:</strong> Keep originals, incoming files or unchanged source material visibly distinct from edited files.</div>
88 + <div class="fon-check"><strong>Process documentation:</strong> Keep sketches, logs, production documents, provenance and methodological records findable.</div>
89 + <div class="fon-check"><strong>Master files:</strong> Keep authoritative or approved versions clearly separate from working and export copies.</div>
90 + <div class="fon-check"><strong>Outputs:</strong> Distinguish publication, presentation and handover versions from internal working files.</div>
91 + <div class="fon-check"><strong>External contributions:</strong> Store material from partners or third parties so that origin and rights information remain traceable.</div>
92 + <div class="fon-check"><strong>Archive / closure:</strong> Decide early what should be retained, preserved, deposited or deleted at the end of the project.</div>
93 + </div>
94 +</section>
18 18  
19 -== Key questions ==
96 +<section class="fon-sec">
97 + <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">KEY DISTINCTIONS</div>
98 + <h3>These terms should not be mixed up in project work</h3>
99 + <div class="fon-grid">
100 + <div class="fon-plan"><strong>Working file ≠ master file.</strong><br>A file can be convenient for day-to-day editing without being the authoritative or preservation-suitable version.</div>
101 + <div class="fon-plan"><strong>Latest ≠ approved.</strong><br>The most recently edited file is not automatically the version that should be confirmed, published or handed over.</div>
102 + <div class="fon-plan"><strong>Folder name ≠ complete documentation.</strong><br>Folder structure helps orientation but does not replace metadata, provenance or decision records.</div>
103 + <div class="fon-plan"><strong>Synchronisation ≠ version control.</strong><br>A synchronised folder does not automatically show which version is authoritative or why a change was made.</div>
104 + <div class="fon-plan"><strong>Export ≠ master.</strong><br>PDF, JPEG, MP4 or other distribution formats can be practical outputs while other files remain authoritative for editing or preservation.</div>
105 + <div class="fon-plan"><strong>Personal folder ≠ project structure.</strong><br>Project files should not depend on individual people's names if they need to remain understandable and reusable by the team.</div>
106 + </div>
107 +</section>
20 20  
21 -* What needs to be decided?
22 -* Who is responsible?
23 -* What needs to be documented?
24 -* Are there legal, ethical or technical constraints?
25 -* What needs to happen before the next project phase?
109 +<section class="fon-sec">
110 + <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">STEP 2 · DEFINE A FILE-NAMING CONVENTION</div>
111 + <h3>File names should make relevant differences visible</h3>
112 + <p>Use a consistent pattern and only the components that are genuinely useful for your project.</p>
113 + <div class="fon-grid">
114 + <div class="fon-step"><div class="n">01</div><h4>Choose the core elements</h4><p>For example project code, content, date, version, language, status or responsible project area.</p></div>
115 + <div class="fon-step"><div class="n">02</div><h4>Define the order</h4><p>Choose an order that works for sorting and quick reading.</p></div>
116 + <div class="fon-step"><div class="n">03</div><h4>Use dates consistently</h4><p>If dates matter, use a consistent format such as YYYY-MM-DD.</p></div>
117 + <div class="fon-step"><div class="n">04</div><h4>Make versions visible</h4><p>Use clear version numbers when several working states exist in parallel or sequence.</p></div>
118 + <div class="fon-step"><div class="n">05</div><h4>Keep status labels simple</h4><p>Use a small set of understandable status labels and avoid chains such as final_final_new_reallyfinal.</p></div>
119 + <div class="fon-step"><div class="n">06</div><h4>Use special characters deliberately</h4><p>Keep file names robust and compatible with the systems and exchange routes you actually use.</p></div>
120 + <div class="fon-step"><div class="n">07</div><h4>Document the convention</h4><p>Keep a short example or README file in the project so everyone follows the same convention.</p></div>
121 + <div class="fon-step"><div class="n">08</div><h4>Test the convention</h4><p>Use real files to check whether names are readable, sortable and understandable to new team members.</p></div>
122 + </div>
123 +</section>
26 26  
27 -== Services & Tools ==
125 +<section class="fon-sec">
126 + <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">EXAMPLES</div>
127 + <h3>A pattern is useful when it reflects the actual work</h3>
128 + <div class="fon-grid">
129 + <div class="fon-example">
130 + <h4>Project file with date and version</h4>
131 + <p>Useful when chronology and version state matter.</p>
132 + <div class="fon-code">PROJ_interview-guide_2026-09-03_v03.docx</div>
133 + </div>
134 + <div class="fon-example">
135 + <h4>Media production with status</h4>
136 + <p>Useful when several editing and output states need to be distinguished.</p>
137 + <div class="fon-code">PROJ_film-trailer_v07_APPROVED.mov</div>
138 + </div>
139 + <div class="fon-example">
140 + <h4>Multilingual publication</h4>
141 + <p>Useful when language versions are managed in parallel.</p>
142 + <div class="fon-code">PROJ_catalogue-text_EN_v04.docx</div>
143 + </div>
144 + <div class="fon-example">
145 + <h4>Dataset or structured export</h4>
146 + <p>Useful when content, period or release needs to be distinguished.</p>
147 + <div class="fon-code">PROJ_dataset_2026-09_release-01.csv</div>
148 + </div>
149 + <div class="fon-example">
150 + <h4>Distinguish master and derivative</h4>
151 + <p>Master file and presentation copy should be unambiguous.</p>
152 + <div class="fon-code">PROJ_installation_MASTER_v02.tif<br>PROJ_installation_web_v02.jpg</div>
153 + </div>
154 + <div class="fon-example">
155 + <h4>Process documentation</h4>
156 + <p>For artistic processes, context can be as important as the final output.</p>
157 + <div class="fon-code">PROJ_rehearsal-notes_2026-09-03_AB.md</div>
158 + </div>
159 + </div>
160 +</section>
28 28  
29 -Add links to relevant institutional services, infrastructure and tools.
162 +<section class="fon-sec">
163 + <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">STEP 3 · DOCUMENT A MINIMUM STANDARD</div>
164 + <h3>A short standard is enough if it is used consistently</h3>
165 + <p>Keep the rules in one central place that everyone can access — for example in a README file or the project documentation.</p>
166 + <div class="fon-table-wrap">
167 + <table class="fon-table">
168 + <thead><tr><th>Element</th><th>What to define</th><th>Example</th></tr></thead>
169 + <tbody>
170 + <tr><td><strong>Folder structure</strong></td><td>Which top-level folders exist and what is each one for?</td><td>01_Admin · 02_Working · 03_Source · 04_Master · 05_Output</td></tr>
171 + <tr><td><strong>File names</strong></td><td>Which components are required and in what order?</td><td>Project_Content_Date_Version</td></tr>
172 + <tr><td><strong>Date</strong></td><td>Which format is used?</td><td>YYYY-MM-DD</td></tr>
173 + <tr><td><strong>Version</strong></td><td>How are working states numbered?</td><td>v01, v02, v03</td></tr>
174 + <tr><td><strong>Status</strong></td><td>Which small set of status labels is used?</td><td>DRAFT · REVIEW · APPROVED · PUBLISHED</td></tr>
175 + <tr><td><strong>Master</strong></td><td>How is the authoritative version identified?</td><td>MASTER or a documented master folder</td></tr>
176 + <tr><td><strong>Responsibility</strong></td><td>Who maintains the convention and decides on exceptions?</td><td>Project team / defined role</td></tr>
177 + <tr><td><strong>Review</strong></td><td>When is the structure checked again?</td><td>Project start, milestone, team change, handover</td></tr>
178 + </tbody>
179 + </table>
180 + </div>
181 +</section>
30 30  
31 -== Info Sheets & Checklists ==
183 +<section class="fon-sec">
184 + <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">STOP &amp; CHECK</div>
185 + <h3>Common warning signs in file and folder organisation</h3>
186 + <div class="fon-grid">
187 + <div class="fon-warn"><strong>Several files are called "final".</strong><br>It is unclear which version is actually approved, published or intended as the master.</div>
188 + <div class="fon-warn"><strong>Folders are named after people rather than project functions.</strong><br>The structure becomes hard to understand when roles change or the project is handed over.</div>
189 + <div class="fon-warn"><strong>File names contain no distinguishing information.</strong><br>Content, date, version or status can only be identified by opening the file.</div>
190 + <div class="fon-warn"><strong>Everyone uses their own rules.</strong><br>The shared storage area no longer functions as a common project structure.</div>
191 + <div class="fon-warn"><strong>Master files and exports sit side by side without clear labels.</strong><br>It is unclear which file should be edited further or preserved for the long term.</div>
192 + <div class="fon-warn"><strong>The convention exists only in one person's head.</strong><br>Without brief documentation, it cannot be continued reliably during absence, staff changes or project closure.</div>
193 + </div>
194 +</section>
32 32  
33 -Add links to related Info Sheets, checklists and templates.
196 +<section class="fon-sec">
197 + <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">SERVICES &amp; SUPPORT</div>
198 + <h3>Who can support file and documentation practice</h3>
199 + <div class="fon-service-grid">
200 + <div class="fon-service">
201 + <strong>Project team</strong>
202 + <span>Owns the shared working convention and decides which structure is practical for the specific project.</span>
203 + </div>
204 + <div class="fon-service">
205 + <strong>University Library / Research Data Management</strong>
206 + <span>Advises on research-data, documentation and data-management practice where files are part of a research-data or DMP context.</span>
207 + </div>
208 + <div class="fon-service">
209 + <strong>IT</strong>
210 + <span>Supports technical implementation where storage locations, access models or tools are involved.</span>
211 + </div>
212 + <div class="fon-service">
213 + <strong>Support Kunst und Forschung (SKF)</strong>
214 + <span>Connects file and documentation requirements in funded projects with proposals, deliverables or the Data Management Plan.</span>
215 + </div>
216 + </div>
217 +</section>
34 34  
35 -== Tutorials ==
219 +<section class="fon-sec">
220 + <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">RELATED TOPICS</div>
221 + <h3>File and folder organisation is closely connected to these decisions</h3>
222 + <div class="fon-linkgrid">
223 + <a class="fon-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Identify%20Your%20Data%20%26%20Research%20Outputs/">Identify Your Data &amp; Research Outputs</a>
224 + <a class="fon-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Plan%20Your%20Data%20Management/">Plan Your Data Management</a>
225 + <a class="fon-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Storage%2C%20Backup%20%26%20Security/">Storage, Backup &amp; Security</a>
226 + <a class="fon-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Work%20%26%20Manage/Organise%20Files%20%26%20Folders/">Organise Files &amp; Folders</a>
227 + <a class="fon-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Work%20%26%20Manage/Manage%20Versions%20%26%20Master%20Files/">Manage Versions &amp; Master Files</a>
228 + <a class="fon-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Work%20%26%20Manage/Document%20Metadata%20%26%20Provenance/">Document Processes, Metadata &amp; Provenance</a>
229 + </div>
230 +</section>
36 36  
37 -Add links to step-by-step tutorials for this topic.
232 +<!-- ARSN_TRAINING_WORKSHOPS_INCLUDE_V1_START -->
233 +{{include reference="Service Navigator.Art & Research Services Navigator.Code.TrainingWorkshopsBlock" author="target" /}}
234 +<!-- ARSN_TRAINING_WORKSHOPS_INCLUDE_V1_END -->
38 38  
39 -== Related Topics ==
236 +<section class="fon-sec">
237 + <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">PRACTICAL RESOURCES</div>
238 + <h3>Info sheets, tutorials and templates</h3>
239 + <div class="fon-resource-grid">
240 + <div class="fon-resource"><strong>Info Sheets</strong><span class="fon-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">Short guidance on folder structures, file naming and basic versioning.</div></div>
241 + <div class="fon-resource"><strong>Tutorials</strong><span class="fon-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">Step-by-step examples for project structures, naming conventions and master files.</div></div>
242 + <div class="fon-resource"><strong>Checklists &amp; Templates</strong><span class="fon-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">README template, naming scheme and project-handover checklist.</div></div>
243 + </div>
244 +</section>
40 40  
41 -Add links to related pages in Enable, Work & Manage, and Publish & Share.
246 +<div class="fon-info" style="margin-bottom:14px;">
247 + <strong>Need help defining a suitable minimum standard?</strong>
248 + Start with one short shared rule for folders, file names, versions and master files.
249 + For research-data or DMP requirements, the University Library / Research Data Management can advise;
250 + for funded projects, SKF can connect those requirements to the project route.
251 +</div>
42 42  
43 -== Need help? ==
253 +<details style="margin-top:24px;padding-top:10px;border-top:1px solid #e3ded6;">
254 + <summary style="cursor:pointer;color:#6a655e;font-size:13px;">Search terms &amp; related topics</summary>
255 + <div style="margin-top:9px;color:#5c5650;font-size:12px;line-height:1.7;">
256 + file organisation · file organization · file naming · folder structure · file structure · naming convention · filename · filenames · versioning · version number · master file · working file · approval · final · README · project folder · project files · research data · documentation · provenance · handover · archiving · file format · file management
257 + </div>
258 +</details>
44 44  
45 -Not sure what applies to your project? Contact Art & Research Services for support.
260 +</div>
261 +{{/html}}
46 46  
47 -TODO: Replace this line with the central contact-form link once the form is available.